Non-Compliance Policy

Amex P-Card Policies and Procedures

Individuals given Procurement Card access by the University and their departments are held accountable for all transactions related to their card. Consequences for misuse of the P-Card are serious, and may include card suspension, card revocation, disciplinary action, employment termination and legal action.

The following responsibilities, while not all-inclusive, are critical and must be followed by all cardholders & approvers:

100% review and approval of all P-Card Transactions in the online Recon tool, by the cut off date.

Using the P-Card for personal purchases is not permitted under any circumstances.

Ensures that Sales Tax is not applied to P-Card transactions.

Comments stating business purpose should be entered for every transaction.

Using the P-card for Prohibited Purchases is not permitted.

Ensures a receipt exists for every purchase.

Submit P-card Transaction Details and back up receipts within two weeks when requested for audit.

Account codes are correct for the expense.

Payments to SLU should not be on P-card.

Ensures no split transactions occur.

Failure to successfully follow the above listed policies and any additional policies listed in this manual can result in the following non-compliance actions: